Administrative Assistant

The-Coquille-Indian-Tribe; Coos Bay (OR); On-site; USD 42,000 - 65,000; Full time

Job summary

The Coquille Indian Tribe seeks an Administrative Assistant under the Office of Strategic Operations (OSO) to provide essential administrative support across Grants, Planning, Project Management, and Information Services. You will draft documents, manage calendars, assist with procurement, travel, and meetings, and maintain confidential materials while ensuring accurate records and smooth daily operations.

Strong written and verbal communication, teamwork, and meticulous organization are

Qualifications

• Associate degree in Business Administration or related field.
• Minimum of three years of administrative support experience.
• Proficiency with Microsoft 365 including Teams, OneDrive, and SharePoint.

Responsibilities

• Provide administrative, clerical, secretarial, and project support to OSO.
• Draft, copy-edit, and finalize documents and reports; manage meeting minutes.
• Support procurement, travel arrangements, and event coordination.
• Maintain front desk presence and handle inquiries and mail delivery.
• Assist with onboarding, employee recognition, and internal procedures.

Skills

Microsoft 365

Written communication

Teamwork

Problem-solving

Attention to detail

Planning & scheduling

Budget & accounting basics

Education

Associate degree in Business Administration or related field

Tools

SharePoint

OneDrive

Microsoft Teams

Virtual conferencing tools

Job description

This position is a covered position as defined in the Coquille Indian Tribe Chapter 185 Child Protection Ordinance.Candidate must pass a pre-employment drug screen and Criminal and Character Background Check.SUMMARY OF MAJOR FUNCTIONSUnder the direct supervision of the OSO Office Manager, the Administrative Assistant provides administrative, clerical, secretarial, and project support to the Office of Strategic Operations, ensuring smooth day-to-day operations across OSO's programs and departments (Grants, Planning, Project Management, and Information Services).ESSENTIAL DUTIES AND RESPONSIBILITIESProduce, draft, and finalize documents, correspondence, reports, flyers, and other materials for OSO.Copy-edit and check report formatting, as needed.Assist with keeping the OSO electronic policy manual organized and updated as directed.Assist with keeping the OSO internal SharePoint site organized and updated as directed.Assist with procurement for OSO, including preparing and managing electronic processing of check and purchase order requests in Microix, including managing recurring invoices for payment.Assist with supply order management, receiving supplies and equipment, invoice and financial reconciliation, and other office support duties.Support processing and tracking contracts, grants, and agreements through the Internal Review process.Support the OSO Onboarding and Employee recognition programs.Assist with travel and training arrangements for OSO staff, using established process outlined by CIT Travel and Events Coordinator.Support OSO Meeting logistics, including coordinating Outlook calendar schedules, assisting with video conferencing set-up for remote meetings, and assisting with meeting arrangements, including catering orders for OSO staff.Attend designated OSO leadership, program, and department meetings; accurately record, prepare, distribute, and maintain meeting minutes and related documentation as directed.Staff the OSO front desk, greeting visitors as needed and serving as the point of contact for solicitation calls and general inquiries.Receive, sort, and distribute incoming mail, packages, and deliveries for OSO staff.Support the collection and delivery of inter-office mail across Tribal departments.Assist at Tribal Events.Provide backup support and coverage for the Office Manager and Executive Assistant as needed; serve as primary backup for the OSO Office Manager.Work cooperatively with programs and departments outside of OSO to accomplish assigned tasks.Provide additional administrative support services as directed.Other duties as assigned.The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the job.PHYSICAL REQUIREMENTSRequires the ability to communicate verbally, repetitive movement of the wrists, hands and/or fingers, often requires walking, standing, sitting for extended periods of time, raising or lowering objects, stooping and occasionally requires lifting up to 50 pounds. Will often be required to travel by automobile, commercial or private carrier. Local travel is frequently required, statewide and national travel is occasionally required. The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others.KNOWLEDGE, SKILLS, AND ABILITIESIndividuals must possess the following knowledge, skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job using some other combination of skills and abilities.Demonstrated proficiency using Microsoft 365 applications, business software, and digital tools to create, edit, manage, and maintain correspondence, reports, spreadsheets, presentations, and electronic records.Excellent verbal and written communication skills, with strengths in team building and cooperative problem-solving; ability to maintain a pleasant, helpful demeanor in stressful or emotional situations.Ability to foster an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the Tribe's vision and mission.Ability to exercise independent judgment and make decisions in accordance with established policies and procedures.Ability to organize, set priorities, and exercise sound independent judgment within areas of responsibility.Knowledge of concepts and requirements for managing and maintaining confidential information and communications. Ability to exercise sensitivity, discretion, and confidentiality consistent with Tribal policy.Working knowledge of basic arithmetic and accounting concepts.Ability to coordinate meeting logistics, including catering and vendor communication.Ability to organize and maintain both computerized and non-computerized filing and retrieval systems.Ability to work cooperatively with other departments to accomplish assigned tasks; ability to develop and maintain good working relationships with other departments in the organization.Ability to maintain a professional and welcoming presence at the front desk, handle incoming calls and solicitations appropriately, and manage receipt and distribution of mail and deliveries.REQUIRED QUALIFICATIONSAssociate degree in Business Administration or a related field.Minimum of three (3) years of administrative progressively responsible support experience required.A combination of relevant education, training, and work experience may be considered in lieu of the education and experience requirements above.Demonstrated proficiency using Microsoft 365 applications, including Microsoft Teams, OneDrive, SharePoint, file management, and other business software. Demonstrated writing, editing, and proofreading skills.Demonstrated attention to detail and demonstrated effectiveness managing multiple work assignmentssimultaneously, often under strict deadlines; work accuracy is essential.Demonstrated experience working collaboratively in a team-based office environment.Demonstrated experience making travel arrangements and event coordination.Demonstrated experience with technical or professional report formattingA current and valid Oregon driver’s license in good standing is required with no insurability issues as determined by the Tribe’s insurance carrier.